Policies & Procedures
The Bank Street College Archives is open by appointment, please see below for further information on our policies and procedures.
Collection & Acquisitions Policy
The Archives shall collect and maintain selected materials of enduring value that reflect the historical development or mission of the Bank Street College of Education. Final decisions regarding the selection of materials for permanent retention are the responsibility of the Archivist.
The records of the College provide a rich source for historical research and support current administrative needs. The following guidelines will assist faculty and staff in identifying those portions of their files that are appropriate for transfer to the Archives.
Records commonly transferred to the Archives include:
- Constitutions and bylaws, minutes and proceedings, transcripts, and lists of officers of College corporate bodies;
- Office Files: correspondence and memoranda (incoming and outgoing) and subject files concerning projects, activities, and functions;
- Historical files documenting policies, decisions, committee and task force reports, questionnaires;
- Publications: two record copies of all newsletters, journals, brochures, monographs, programs, posters, and announcements issued by the College or its subdivisions. The Archives should be placed on College, department, and office mailing lists to receive all future publications;
- Audiovisuals: photographs, films, and sound and video recordings;
- Personal papers of students, faculty, alumni, and staff that relate to the College's work.
Note: All information formats (e.g., paper records, photographs, audiovisual) are appropriate for consideration for transfer. However, because of the uncertain life span of electronic storage media, documents stored on such media should be printed and given to the Archives in hard copy form wherever practical.
Records that generally should not be transferred but scheduled for disposal after consultation with the Archivists include:
- Records of specific financial transactions;
- Routine letters of transmittal and acknowledgment;
- Non-personally addressed correspondence such as general distribution memoranda (except for one record copy from the issuing office);
- Individual requests for publications or information after the requests have been filled. (However, statistics of such requests should be retained.)
- Replies to questionnaires if the results are recorded and preserved either in the Archives or in a published report.
Items that may be discarded directly from the office when they are no longer needed for administrative purposes include:
- All blank forms and unused printed or duplicated materials;
- All other duplicate material: keep only the original copy and annotated copies;
- Personal papers that do not relate to the work of the College.
A letter briefly identifying the material and describing the activity to which it relates should accompany the transfer.
This list is intended as a general guide. If questions arise about records not listed here or if you have questions about the retention or disposal of specific materials, please contact the Archives.
Visiting the Archives
Planning a Visit
Please e-mail or call before your visit to discuss your interests and to make an appointment to visit. The Archivist will pull material you are interested in and have it available upon your arrival.
All researchers must register with the Archives before beginning their work. You will be asked to complete and sign a registration form upon which all materials that you use from the collections will be noted.
Guidelines for Use of the Collection
To ensure continued access to and preservation of the unique materials in the collection of the Bank Street College Archives, the following rules for collections use shall be observed.
1. Researchers must complete and sign the Researcher Registration Form prior to use of the collection.
2. The researcher must accept the responsibility of carefully handling all materials made available. Manuscripts and books may not be leaned on, written on, folded, traced over or handled in any way that may damage them. All manuscripts must be kept on the surface of the table.
3. All food and drink are prohibited while using archival materials.
4. Materials are not to be moved from the designated table where they have been placed for your use.
5. Notes may be taken in pencil only. The use of ink is prohibited.
6. All materials must be kept in the order in which they are found in each folder. Folders must likewise be kept in the order in which they are found in each box.
7. Do not mark or fold materials in any way. The use of sticky notes is prohibited. Paper flags will be provided for you if you wish to identify pages for photocopying.
8. Requests for reproduction of materials will be considered when such duplication can be done without injury to the material and when such duplication does not violate donor agreements or copyright law. If you wish to request copies, please consult with the Archivist/ Special Collections Librarian.
9. The use of digital cameras and laptop computers is permitted at the Archivist’s discretion.
10. Photocopies and digital reproductions are for research purposes only and may not be reproduced or used in any other manner. If you wish to reproduce materials from the Archives for other purposes including publication, you must obtain permission in writing from the Archives.
Access to certain collections may be restricted based on the request of donors or preservation or privacy concerns. If you have any questions about restricted materials, please contact the Archives.